Do you have vacant units you are still interested in filling while also wanting to streamline your operations? Luckily, there is a lot of technology you can use to schedule virtual viewings, show your rentals, and manage your properties remotely.
Take Lots of Photos of Your Rentals
Normally, when candidates view properties, they’ll take their own photos of the unit to remember it later. Capture high-quality photos and videos to effectively showcase rental properties or homes during virtual viewings. You can take photos of your unit while it’s empty and upload them. Add them to the listing so the virtual candidates will have reference photos for after their virtual tour.
Schedule Virtual Viewings
There are different ways to organize and host virtual property showings, including live video tours and pre-recorded virtual tours. Scheduling viewings can be a nightmare, even without the restrictions we are currently experiencing. However, you can use a site like Calendly. Calendly lets you set up an online calendar with availability preferences (like appointment durations and the hours you’d like available for people to schedule). Once you’ve set up your calendar, you can share your calendar link via email so that candidates can pick a time slot that works for them. The event will then be synced to your calendar. Such processes involved in arranging and managing virtual viewings to ensure smooth interactions among all parties.
If you have RentRedi and your Google calendar synced, you will be able to see the appointment right from your dashboard! We also have customizable response templates that let you embed your Calendly link directly into your RentRedi emails!
Show Your Rentals Virtually
Virtual tours or walk-throughs have become increasingly popular in the past few years. Virtual tours are helpful so applicants can see the unit “live” rather than just relying on photos. You can typically add virtual tour links to listings as well.
You Can Still “Meet” Your Tenants
Luckily, there are videoconferencing or video-chat platforms that allow you to show your video and meet the candidate. If you’re not familiar with any video platforms, using your phone’s video-chat feature might be a good place to start (e.g., Apple phones come with FaceTime; Google phones have Duo). Additionally, there are apps you can install, such as WhatsApp or Skype, that offer video chat and can be used regardless of the phone you or the candidates have. Additionally, video conferencing platforms such as Zoom and Google Hangouts have become increasingly popular among businesses. Zoom has a free version, and Google Hangouts is always free.
Communicate to the applicant how you will connect, or ask them in advance of the virtual tour if they have a preferred method, so you do not waste time trying to download apps during the scheduled show time.
Best Practices for Virtual Interactions
Virtual viewings are now a standard part of the rental and real estate process. To ensure these interactions are as effective and professional as possible, follow these best practices. They will help you present properties confidently, communicate clearly, and deliver a seamless experience for all participants.
- Maintain a Professional Environment: Conduct virtual viewings from a quiet, well-lit space with minimal background distractions. Dress professionally and ensure your background is tidy, as this sets the tone and builds trust with potential tenants or buyers during the virtual interaction.
- Test Technology in Advance: Before each virtual viewing, test your internet connection, video, and audio equipment. Ensure the chosen platform (such as Zoom or FaceTime) works smoothly. This preparation helps prevent technical disruptions and demonstrates your commitment to a smooth experience.
- Communicate Clear Instructions: Send detailed instructions to participants in advance, including the viewing schedule, platform access links, and any requirements. Clear communication minimizes confusion, ensures punctuality, and helps everyone feel prepared for the virtual meeting.
- Engage with Attendees Throughout: Greet participants warmly at the start and encourage questions during the tour. Check in periodically to ensure everyone can see and hear clearly. Active engagement keeps viewers interested and makes the experience more interactive and informative.
- Showcase the Property Methodically: Move through the property in a logical order, highlighting key features and providing context along the way. Avoid rushing, and allow time for attendees to request closer looks at areas of interest, ensuring nothing important is overlooked.
- Be Transparent and Honest: Address any property flaws or limitations openly during the tour. Transparency builds credibility and helps set realistic expectations, which is crucial for building trust in a virtual setting where attendees cannot inspect details in person.
- Follow Up Promptly: After the viewing, send a follow-up message thanking participants for their time. Offer to answer additional questions and provide any requested materials. Prompt follow-up reinforces professionalism and keeps the communication channel open for next steps.
By applying these best practices, you can create professional, engaging virtual interactions, ensuring that both you and your prospective tenants or buyers have a positive, productive experience.
Have Good Tenant Screening
Importantly, if you’re a landlord who relies on in-person meetings to get that gut feeling about potential tenants, it will be important to strengthen your tenant screening process during this time. Steps for screening potential tenants or buyers after virtual viewings, along with follow-up actions to complete the leasing or sales process, are crucial. There are three keys to having a good tenant screening process that are true even when you can meet your applicants in person. You can set up a prequalification process, have a comprehensive application process, and use background checks to run credit, criminal, and eviction reports.
Additional Resources and Support
To further empower landlords, agents, and property managers to master virtual viewings and adapt smoothly to remote work, a wide variety of supplementary resources is readily available. These materials, ranging from comprehensive eBooks and step-by-step guides to online tutorials and downloadable checklists, offer actionable insights and practical support for every stage of the virtual viewing process. For those new to virtual showings, beginner-friendly guides can demystify video conferencing platforms, explain how to create engaging virtual tours, and offer troubleshooting tips for common technical challenges. More advanced resources, such as specialized eBooks, delve into topics like video marketing, digital staging, and optimizing property listings for maximum online appeal. Guides like “How to Shoot Video That Doesn’t Suck” or “Video Marketing for Dummies” provide detailed strategies for producing compelling visual content that captures a property’s best features.
Beyond the technical aspects of virtual tours, many organizations offer eBooks and articles focused on broader skills needed for success in a remote environment. These include mastering online communication, building rapport with clients virtually, and maintaining productivity when working from home. Real estate associations and technology providers frequently update their resource libraries with the latest best practices, platform comparisons, and case studies, ensuring users have access to current, relevant information. For those seeking ongoing support, many platforms host webinars, Q&A sessions, and community forums where professionals can share experiences and ask questions.
Additionally, curated lists of recommended tools and software platforms help users evaluate and select the right technology for their unique needs, whether that’s choosing a virtual tour creation tool, a scheduling app, or a secure document signing solution. Some resources even provide templates for client communications, checklists for preparing properties for virtual viewings, and scripts for leading engaging online tours. These materials are especially valuable for those transitioning to remote work, as they address not only the logistics of virtual showings but also the mindset and organizational skills needed to thrive outside a traditional office setting.
Frequently Asked Questions
Building genuine connections with prospective tenants or buyers during virtual viewings is essential for a successful leasing or sales process. Below are answers to common questions about engaging and building rapport remotely.
How can I make a virtual viewing feel more personal?
Start with a friendly greeting, use the attendee’s name, and show genuine interest in their needs to create a welcoming atmosphere.
What’s the best way to encourage questions during a virtual tour?
Pause frequently to invite questions and reassure attendees that their input is valued throughout the viewing.
How do I build trust with remote viewers?
Be transparent about the property’s strengths and weaknesses, and offer honest, prompt answers to all questions.
How can I keep viewers engaged during the tour?
Use interactive features such as live chat or polls, and tailor the tour to highlight areas of particular interest to each attendee.
What follow-up actions help maintain rapport after the viewing?
Send a personalized thank-you message, offer to answer further questions, and provide additional information based on their interests.
There is a wealth of technology at your disposal to help you set up showings and virtual viewings with prospective tenants while complying with social distancing. During this time, it’s important to consider how you can transition to managing your rentals remotely to reduce the time you need to spend in direct, face-to-face contact.